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UPDATED: Announcement from Court and Justice Services (CJS): New Email Filing Procedures & Naming Conventions

Apr 20, 2022

Please note that this document only refers to materials that are required to be filed through email filing. All documents that are required by the court to be submitted through the King's Bench Filing Digital Service must be submitted there. For a list of documents accepted by King's Bench Filing Digital Services can be found here:  https://qb-filing.alberta.ca/

 

Law firms, lawyers and court runners with existing charge account agreements or those lawyers and runners wishing to open a charge account agreement are permitted to file documents in all judicial centres through email.

If you are interested in opening a charge account agreement for email filing please direct inquiries to the contact email at the end of this page.

Please note the following items when sending your document in for email filing: 

  1. Naming conventions for emails and documents must be followed as outlined below. For clarity, with regards to the naming convention, please ensure that no space precedes or follow dashes.
  2. Your email must include the updated filing request form, and it can be found here.  (Items submitted on a Legal Aid Certificate do not need to include the filing request form.)
  3. Submitting duplicate filing requests will result in duplicate filing fees.

Naming Convention for Attached Documents

A designated naming convention must be followed for all documents sent to the Court of King’s Bench for filing. If the naming convention as outlined below is not followed, your documents will be sent back to you unfiled, advising you did not use the proper naming convention for the document. Should this happen, you will be required to send a new email, with the proper naming convention and will be required to re-submit all documents you wish to be filed. The purpose of the designated naming convention allows for consistent document file names.

Circumstance Naming Convention

Filing unassociated with a Court Hearing

  • Where there is NO court hearing associated with the document submission:

ACTION NUMBER–FILED–DATE SUBMITTED–DOCUMENT TYPE

As examples:
4801-999999-Filed-2021-10-01-Affidavit.pdf
4801-999999-Filed-2021-10-01-Statement-of-Defence.pdf

Where the submission is originating (no action number yet)
xxxx–xxxxxx-Filed-2021015-Statement-of-Claim.pdf

     

Filing associated with a Court Hearing

  • Where there IS a court hearing associated with the document submission (Applications, Originating Applications)

HEARING DATE–ACTION NUMBER–FILED–DATE SUBMITTED–DOCUMENT TYPE

As examples:
(20211015)-2101-123456-Filed-2021-09-25-Application.pdf
(20211015)-2101-123456-Filed-2021-09-25-Affidavit.pdf

Where the submission is originating (no action number yet)
(2021015)–xxxx-xxxxxx–Filed-2021-09-25-Affidavit.pdf

     

Multiple Documents of the Same Type

  • Where there are multiple same document types filed, please follow the title by adding a number in sequential order

ACTION NUMBER–FILED–DATE SUBMITTED–DOCUMENT TYPE WITH SEQUENTIAL NUMBER

As examples:
Example: 4801-999999-Filed-2021-01-01-Affidavit1.pdf
Example: 4801-999999-Filed-2021-01-01-Affidavit2.pdf
Example: 4801-999999-Filed-2021-01-01-Affidavit3.pdf

     

Previously Filed Materials

  • Where you are submitting documents that have already been submitted or are providing the Judiciary with relevant material that is not filed
  • Already submitted materials could include affidavits you wish to rely upon for an application or relevant case law
 ACTION NUMBER–FILED / SUBMITTED-DATE SUBMITTED–DOCUMENT TYPE

As an example:
4801-999999-submitted-2021-10-01-CaseLaw.pdf
4801-999999-submitted-2021-10-01-Affidavit.pdf   

Rejections

  • Where a document was rejected and you are re-submitting the document for review, you must change the “filed” date of your document with the date that it was re-submitted
ACTION NUMBER–FILED / SUBMITTED-DATE SUBMITTED–DOCUMENT TYPE

As an example:

You originally submitted the document on May 5, 2022, but it was rejected. Originally, you would have named your document:

4801-999999-submitted-2021-05-05-Affidavit.pdf

Your document was rejected, and you resubmit it on May 6, 2022. Your document would now be named:

4801-999999-submitted-2021-05-06-Affidavit.pdf

 

Naming Convention for Email Subject Submissions

A designated naming convention must be followed for all emails sent to the Court of King’s Bench which contain documents for filing. If the naming convention as outlined below is not followed, your documents will be sent back to you unfiled, advising you did not use the proper naming convention for the covering email. Should this happen, you will be required to send a new email, with the proper naming convention and will be required to re-attach all documents you wish to be filed. The purpose of the designated naming convention allows for the immediate distribution of your email and its documents to the designated filing area, and this will ensure faster processing of your filing request. The naming conventions are as follows:

CHAMBERS

**Material previously filed or case law not provided at the time of filing your Application should be sent to the SharePoint email at qbsharepoint.calgary@just.gov.ab.ca or qbsharepoint.edmonton@just.gov.ab.ca and not QBFiling.**
Document Type Naming Convention

Applications Judges Chambers

  • Applications and supporting materials into regular chambers before an Applications Judge, excluding Bankruptcy.
  • Proposed form of Order.

AJ CHAMBERS – FILE NUMBER (style of cause if originating) – LOCATION

as an example:  
AJ CHAMBERS – (Doe, John et al v. Doe, Jane et al) – CALGARY

 

Emergency Applications Judges Chambers

  • Urgent/Emergency Applications and supporting materials into regular chambers before an Applications Judge, excluding Bankruptcy.
  • Further materials to be filed for an upcoming regular chambers application.
  • Proposed form of Order.

EMERGENCY – AJ CHAMBERS – RETURNABLE DATE – FILE NUMBER (style of cause if originating) – LOCATION

as an example 
EMERGENCY – AJ CHAMBERS – December 17, 2020 – 1901–12345 – CALGARY

 

Justice Chambers

 PLEASE NOTE THAT FOR CALGARY AND EDMONTON EMERGENCY CHAMBERS, THE PROCESS FOUND HERE: https://albertacourts.ca/qb/court-operations-schedules/urgent  IS TO BE FOLLOWED

  • Applications and supporting materials into regular chambers before a Justice, excluding Surrogate files.
  • Proposed form of Order.

JUSTICE CHAMBERS – FILE NUMBER (style of cause if originating) – LOCATION

 

Emergency Justice Chambers

 PLEASE NOTE THAT FOR CALGARY AND EDMONTON EMERGENCY CHAMBERS, THE PROCESS FOUND HERE: https://albertacourts.ca/qb/court-operations-schedules/urgent  IS TO BE FOLLOWED

  • Urgent/Emergency Applications and supporting materials into regular chambers before a Justice, excluding Surrogate files.
  • Further materials to be filed for an upcoming regular chambers application.
  • Proposed form of Order
  • Urgent decision form
  • Fiat stamp on document, if required

EMERGENCY – JUSTICE CHAMBERS – RETURNABLE DATE – FILE NUMBER (style of cause if originating) – LOCATION

 

Family Chambers OR Emergency Family Chambers

PLEASE NOTE THAT FOR CALGARY AND EDMONTON EMERGENCY CHAMBERS, THE PROCESS FOUND HERE: https://albertacourts.ca/qb/court-operations-schedules/urgent  IS TO BE FOLLOWED.

  • Application and supporting materials into regular Family Chambers (Fl--or 48--).
  • Urgent decision form, if applicable
  • Further materials to be filed for an upcoming regular Family Chambers application.
  • Reply materials.

FAMILY CHAMBERS – RETURNABLE DATE – FILE NUMBER (style of cause if originating) – LOCATION

OR

APPROVED EMERGENCY FAMILY CHAMBERS – RETURNABLE DATE – FILE NUMBER (style of cause if originating) – LOCATION

 

Notice to Attend Family Docket

  • Notice to attend family docket only.
  • Do not combine with other documents for filing.
  • Any previous orders, if applicable.

NOTICE TO ATTEND FAMILY DOCKET – FILE NUMBER (style of cause if originating) – LOCATION

 

SPECIAL

Where appropriate, in Calgary and Edmonton, Filing Digital Services should be utilized for all submissions. For a link to what Filing Digital Services accepts, please visit here: https://qb-filing.alberta.ca/assets/docs/QBFiling-Accepted_Document_Types.pdf
Document Type Naming Convention

 

Civil Special Filing

  • Types of hearings include, Case management, Justice Special in Chambers, Justice Special/Seized, Full or Half day Special, Commercial Duty, Case Conference, JDR, Pre-Trial Conferences and Applications Judges Specials/Seized, Applications Judge in Special Chambers.
  • Applications and materials to be filed and relied upon for the above.
  • Any previous orders, if applicable
 CIVIL SPECIAL FILING – RETURNABLE DATE – TYPE OF HEARING – DOCUMENT TYPE – FILE NUMBER – LOCATION

 

Family Special Filing

  • Types of hearings include, Justice Special/Seized, Family Law Specials, Half Day and Full day Specials and Case Management Hearings.
  • Applications and materials to be filed and relied upon for the above.
  • Concise letter.
 FAMILY SPECIAL FILING – RETURNABLE DATE – TYPE OF HEARING – FILE NUMBER – DOCUMENT TYPE – LOCATION

 

DESK APPLICATIONS

Where appropriate, in Calgary and Edmonton, Filing Digital Services should be utilized for all submissions. For a link to what Filing Digital Services accepts, please visit here: https://qb-filing.alberta.ca/assets/docs/QBFiling-Accepted_Document_Types.pdf
Document Type Naming Convention

Complete With Notice - Civil 
OR
Emergency Complete With Notice - Civil

  • After filing deadlines have passed.
  • The applicant provides the complete package with all documents submitted under the with notice desk application.

COMPLETE WITH NOTICE DESK APPLICATION – CIVIL – (select JUSTICE or AJ) – FILE NUMBER – LOCATION

OR

EMERGENCY COMPLETE WITH NOTICE DESK APPLICATION – CIVIL – (select JUSTICE or AJ) – FILE NUMBER – LOCATION

Without Notice - Civil
OR
Emergency Without Notice - Civil

  • KB announcement dated May 21, 2020 and May 11, 2020.
  • Ex parte applications and supporting materials, proposed form of Order.
  • In the case of a fiat, the opposing party must be advised.

 

WITHOUT NOTICE DESK APPLICATION – CIVIL – (select JUSTICE or AJ) – FILE NUMBER (style of cause if originating) – LOCATION

OR

EMERGENCY WITHOUT NOTICE DESK APPLICATION – CIVIL – (select JUSTICE or AJ) – FILE NUMBER – LOCATION

 

 

Simple - Family
OR
Emergency Simple - Family

  • KB announcement dated May 8, 2020.
  • Application or Claim, and supporting material as outlined, proposed form of Order.
  • Respondents reply and response materials as outline.

SIMPLE DESK APPLICATION – FAMILY JUSTICE – FILE NUMBER (style of cause if originating) – LOCATION

OR

EMERGENCY SIMPLE DESK APPLICATION – FAMILY JUSTICE – FILE NUMBER (style of cause if originating) – LOCATION

Complete Simple - Family
OR
Emergency Complete Simple - Family

  • The completed simple desk application package to be submitted for review.

COMPLETE SIMPLE DESK APPLICATION – FAMILY JUSTICE – FILE NUMBER – LOCATION

OR

EMERGENCY COMPLETE SIMPLE DESK APPLICATION – FAMILY JUSTICE – FILE NUMBER – LOCATION

Written Argument - Family
OR
Emergency Written Argument Simple - Family

  • KB announcement dated May 8, 2020.
  • Application or Claim, and supporting material as outlined.
  • Respondents reply and response materials as outline.

WRITTEN ARGUMENT DESK APPLICATION – FAMILY JUSTICE – FILE NUMBER (style of cause if originating) – LOCATION

OR

EMERGENCY WRITTEN ARGUMENT DESK APPLICATION – FAMILY JUSTICE – FILE NUMBER (style of cause if originating) – LOCATION

Complete Written Argument - Family
OR
Emergency Complete Written Argument - Family

  • The complete written argument package to be submitted for review.

COMPLETE WRITTEN ARGUMENT DESK APPLICATION – FAMILY JUSTICE – FILE NUMBER – LOCATION

OR

EMERGENCY COMPLETE WRITTEN ARGUMENT DESK APPLICATION – FAMILY JUSTICE – FILE NUMBER – LOCATION

Notice to Disclose - Family

  • Application made after May 8, 2020.
  • Notice to Disclose, disclosure of applicant, blank response to request disclosure, proposed form of Order.
  • Response materials, disclosure statement.

NOTICE TO DISCLOSE DESK APPLICATION – FAMILY JUSTICE – FILE NUMBER – LOCATION

Complete Notice to Disclose - Family

  • Application made after May 8, 2020.
  • Complete desk application to be submitted for review.

COMPLETE NOTICE TO DISCLOSE DESK APPLICATION – FAMILY JUSTICE – FILE NUMBER – LOCATION

 

ORDERS

Where appropriate, in Calgary and Edmonton, Filing Digital Services should be utilized for all submissions. For a link to what Filing Digital Services accepts, please visit here: https://qb-filing.alberta.ca/assets/docs/QBFiling-Accepted_Document_Types.pdf
Document Type Naming Convention

Consent Orders
OR
Emergency Consent Orders

  • All consent orders before an Applications Judge or a Justice.

CONSENT ORDERS – (select CIVIL or FAMILY) (select JUSTICE or AJ) – FILE NUMBER – LOCATION

OR

EMERGENCY CONSENT ORDERS – (select CIVIL or FAMILY) (select JUSTICE or AJ) – FILE NUMBER – LOCATION

Granted Order - To Be Signed
OR
Emergency Granted Order - To Be Signed

  • Order being submitted after the order was granted.
  • Excluding foreclosure orders.

GRANTED ORDER TO BE SIGNED – (select CIVIL or FAMILY) – (select JUSTICE or AJ) – FILE NUMBER – LOCATION

OR

EMERGENCY GRANTED ORDER TO BE SIGNED – (select CIVIL or FAMILY) – (select JUSTICE or AJ) – FILE NUMBER – LOCATION

EPO

  • Filing for emergency protection Orders.
  • Including EPO Viva voce materials.

EPO – FILE NUMBER – LOCATION

PROTECTION ORDER

(Note for Calgary/Edmonton – see Urgent Chambers process)

  • KB Protection Orders for filing, applications should continue to go to Family Chambers.

PROTECTION ORDER – FILE NUMBER (style of cause if originating) – LOCATION

RESTRAINING ORDER

(Note for Calgary/Edmonton – see Urgent Chambers process)

  • Restraining Orders for filings, applications should continue to go to Justice Chambers.

RESTRAINING ORDER – (select civil or family) – FILE NUMBER (style of cause if originating) – LOCATION

 

OTHER FILINGS AND APPLICATIONS

Where appropriate, in Calgary and Edmonton, Filing Digital Services should be utilized for all submissions. For a link to what Filing Digital Services accepts, please visit here: https://qb-filing.alberta.ca/assets/docs/QBFiling-Accepted_Document_Types.pdf
Document Type Naming Convention

ACCOUNTING FILING

  • Questions or documentation for accounting regarding billing.

ACCOUNTING FILING – (type of document) – FILE NUMBER – LOCATION

BANKRUPTCY APPLICATION

  • Applications for Bankruptcy and supporting material.

BANKRUPTCY APPLICATION – RETURNABLE DATE – FILE NUMBER – LOCATION

BANKRUPTCY FILING

  • General Bankruptcy filings.

BANKRUPTCY FILING – FILE NUMBER – LOCATION

BILL OF COST

  • Solicitor Client Bill of Cost submitted for assessment.
  • Subsequent Bill of Cost.
  • Excludes Party / Party Cost (see civil / family file naming convention).

BILL OF COST – (type of cost) – FILE NUMBER – LOCATION

CHILD SUPPORT SERVICES (CSS) LIST

  • Application package for CSS (Child Support Services).
  • Affidavit of Service.
  • Unsigned proposed form of Order for CSS.
  • Signed Order submitted for filing (includes DNA order).

CSS LIST – FILE NUMBER – LIST DATE – LOCATION

CIVIL FILING

  • General Civil Filings.
  • For example, but not limited to, Pleadings, Notice of Change of Representation, Notice of Withdrawal, Signed Orders.
  • Appointments for Review and Assessment.

CIVIL FILING – (type of document) – FILE NUMBER (style of cause if originating) – LOCATION

CRIMINAL FILING

  • KB Criminal Filings.

CRIMINAL FILING – (type of document) – FILE NUMBER – LOCATION

DESK DIVORCE

  • Desk divorce package for Divorce Judgment.

DESK DIVORCE PACKAGE – FILE NUMBER (style of cause if originating) – LOCATION

DIVORCE FILING

  • General divorce filings.
  • For example, but not limited to, Pleadings, Affidavits of Service, Notice of Withdrawal, Signed Orders.

DIVORCE FILING – (type of document) – FILE NUMBER (48--) (style of cause if originating) – LOCATION

EMERGENCY CRIMINAL FILING

  • Emergency Applications in KB Criminal.

EMERGENCY CRIMINAL FILING – (type of document) – FILE NUMBER – LOCATION

EXHIBIT FILING

  • Filings and requests for exhibit control.

EXHIBIT FILING – (type of document) – FILE NUMBER – LOCATION

FAMILY FILING

  • General Family filings.
  • For example, but not limited to, CPAS, Notice of Change of Representation, Signed Orders.

FAMILY FILING – (type of document) – FILE NUMBER (FL--) (style of cause if originating) – LOCATION

FORECLOSURE REVIEW

  • Granted foreclosure orders and documents that require review before filing.
  • Affidavit of property management fees, Affidavit of Accounting.

FORECLOSURE REVIEW – FILE NUMBER – LOCATION

PROVINCIAL APPEALS

  • Appeal, brief, transcripts, service.

PROVINCIAL APPEALS – (select CIVIL or FAMILY) – FILE NUMBER – LOCATION

REPRESENTED ADULT FILING

  • Represented Adult filings, includes Applications.

REPRESENTED ADULT FILING – (type of document) – FILE NUMBER (style of cause if originating) – LOCATION

SURROGATE FILING

  • Estate filings, includes Applications.

SURROGATE FILING – (type of document) – FILE NUMBER (style of cause if originating) – LOCATION

Searches:

Court of King's Bench Civil Search - Search for actions in Civil, Family, Divorce, Bankruptcy, Appeals, Surrogate - Estate, and Surrogate - Represented Adult.  Be certain to read the further information, costs and disclaimer sections before proceeding with the search request form.

IMPORTANT:

For clarity with regards to the email naming convention, please ensure that no space precedes or follow dashes.

If your email is a follow up, please indicate FOLLOW UP at the beginning of the subject line. If your email is for a supervisor to FOLLOW UP on, please indicate ATTN SUPERVISOR at the beginning of the subject line and ensure to forward your original submission.

Once you file a document, through email or at a courthouse, you cannot change it. You may need to take legal steps to make any changes or corrections. Retracting your email will not work.

If you would like to add any identifying indicators for your file number, please include them at the end, enclosed in square brackets [  ].

If your document is rejected, please resubmit your filing with all documentation again, this includes your email request form. Your resubmitted document(s) will be filed on the date that they are processed and stamped by King’s Bench Operations.

Documents filed via email will be considered filed on the date that they are processed and stamped by King’s Bench Operations.  For more information on email filing and information related to urgent and limitation period submissions, click here.  

 

Document Formats:

Please ensure all documents are attached to the email separately. For example, if you are sending an application and affidavit, your invoice, application and affidavit must all be sent in separate attachments. If your documents are sent as one large scan, your document will be rejected and you will be required to send a new email, with separated documents. You will be required to re-attach all documents you wish to be filed.

Additionally, the Court has posted Guidelines for Documents filed by email or digital upload.

Email Filing Invoice:

Please ensure you are using the correct, updated Filing invoice sheet. The form can be found at https://albertacourts.ca/qb/areas-of-law/civil/forms. If this version of the form is not used when submitting your documents for filing, your documents will be sent back to you (not filed) and you will be required to send a new email, with the proper invoice form. You will be required to re-attach all documents you wish to be filed.

Expected Timelines:

Documents will be filed in the order they are received and are filed on the date that they are processed and stamped by King’s Bench Operations. King’s Bench Operation’s processing times may vary and can be found by sending in an email to the appropriate filing email address with the subject line “test”. The auto-reply you receive will include the lead times as of the first day of the week for all areas. 

Orders for Justice or Applications Judge signature will be processed as the Judiciary sign them. Processing times may vary.

Document Submission

Documents must only be submitted one way (e.g. email or in-person through drop boxes) please do not send your document multiple ways as this will result in duplications of documents and duplication of fees. Refunds will not be issued for documents submitted multiple times. For example, if a Statement of Defence is submitted by both email and in a drop box, a $50.00 filing charge and any applicable filing fees will be assigned.

If you have any further questions, please contact your local Courthouse. Contact emails for questions can be found below.


Where to send your Filing

Email filing requests should be sent to the following email addresses for each judicial centre:

Judicial Centre Email Filing

Judicial  Email
Calgary QBfiling.Calgary@just.gov.ab.ca
Drumheller QBfiling.Drumheller@just.gov.ab.ca
Edmonton QBfiling.Edmonton@just.gov.ab.ca
Fort McMurray QBfiling.FortMcMurray@just.gov.ab.ca
Grande Prairie QBfiling.GrandePrairie@just.gov.ab.ca
Lethbridge QBfiling.Lethbridge@just.gov.ab.ca
Medicine Hat QBfiling.MedicineHat@just.gov.ab.ca
Peace River QBfiling.PeaceRiver@just.gov.ab.ca
Red Deer QBfiling.RedDeer@just.gov.ab.ca
St. Paul QBfiling.StPaul@just.gov.ab.ca
Wetaskiwin QBfiling.Wetaskiwin@just.gov.ab.ca

Contacts for Setting up a Charge Account Agreement and Inquiries

If you have questions regarding email filing, or would like to set up a charge account agreement, please contact:

Contact Name
 Email
Cici Yu
 QBAdminAssistant.Calgary@csadm.just.gov.ab.ca